Medical Secretary

The Methodist Church in Britain; Nottingham; On-site; GBP 14,000 - 19,000; Part time

Job summary

West Oak Surgery in Mapperley, Nottingham, is seeking a part-time medical secretary/administrator to support GPs and nurses. The role is 21 hours across Wednesday to Friday, with a small, supportive team and a focus on efficient referral processing, clinical correspondence and patient records.

You will handle NHS and private referrals using ERS and SystmOne, manage calls and emails, file documents and help with meeting notes.

Qualifications

• GCSE English and Maths at grade A–C.
• Medical sector experience, ideally in primary or secondary care or associated services.
• Experience of working with various forms of IT (e.g., ERS, SystmOne).

Responsibilities

• Provide secretarial and administrative support to GPs, clinicians and the multidisciplinary team.
• Produce, type and process letters, reports, referral documentation and clinical correspondence within agreed timescales.
• Process NHS and private referrals using ERS and SystmOne, monitoring worklists and actioning responses or rejections.
• Track referrals and chase outstanding hospital results, clinic letters and correspondence.
• Liaise with hospitals, consultants and community services and submit Advice and Guidance requests to progress referrals.
• Manage incoming and outgoing calls, emails and enquiries for the secretarial team.
• Scan, upload and file documents to patient records and maintain accurate filing systems.
• Process requests for information, including subject access, insurance, solicitor, DVLA and medical records requests.
• Administer private fees, including invoicing patients and third parties, with the Practice Manager.
• Sort and despatch post, including franking and special delivery.
• Take notes and produce minutes in meetings, and update patient records after clinical meetings.
• Provide cover for the secretarial team during staff absence.

Skills

Excellent written English

Proven communication skills

Attention to deadlines and accuracy

Ability to prioritise safely and effic?i

Ability to work under pressure

Education

GCSE English & Maths (A–C)

Tools

ERS

SystmOne

Job description

The post supports the practice's GPs, nurses and secretarial team at West Oak Surgery, a small practice in Mapperley with around 5,000 patients. The core work is referral processing and tracking, clinical correspondence and patient records, much of it done through ERS and SystmOne. It is a part-time role of 21 hours over Wednesday to Friday, in a small team. Medical sector experience and strong written English are required.

What the job involves

• Provide secretarial and administrative support to GPs, clinicians and the multidisciplinary team
• Produce, type and process letters, reports, referral documentation and clinical correspondence within agreed timescales
• Process NHS and private referrals using ERS and SystmOne, monitoring worklists and actioning responses or rejections
• Track referrals and chase outstanding hospital results, clinic letters and correspondence
• Liaise with hospitals, consultants and community services and submit Advice and Guidance requests to progress referrals
• Manage incoming and outgoing calls, emails and enquiries for the secretarial team
• Scan, upload and file documents to patient records and maintain accurate filing systems
• Process requests for information, including subject access, insurance, solicitor, DVLA and medical records requests
• Administer private fees, including invoicing patients and third parties, with the Practice Manager
• Sort and despatch post, including franking and special delivery
• Take notes and produce minutes in meetings, and update patient records after clinical meetings
• Provide cover for the secretarial team during staff absence

What’s required

Qualifications

• GCSE grade A to C in English and Maths

Experience

• Medical sector experience, ideally in primary or secondary care or associated services
• Experience of working with various forms of IT

Skills & knowledge

• Excellent spoken and written English
• Proven communication skills
• Attention to deadlines and accuracy
• Ability to prioritise safely and efficiently
• Ability to work under pressure

Other

• Reliable and adaptable
• Able to work on own initiative and within the secretarial team

Nice to have

• Experience of working in primary care within the secretarial field
• Qualifications relating to primary care